SevenRooms

3rd Party Integrations - Reservations

 

This outlines the information and the steps that are needed to familiarise oneself with the SevenRooms interface for Touch.

The content is targeted at Resellers and Swiftpos Venue administrators who have a sound knowledge of and experience with Swiftpos. For further information or assistance, please contact your Swiftpos Reseller or Swiftpos Support.

 

Refer HERE for Internal Help Guide Information.

Refer HERE for Reseller & Support Information.

 

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Subjects      ▲ ▼

• About
• How To?
• Screens

 

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About      ▲ ▼

• Terms & Concepts
• What Does It Feature?
• What is it?
• What Is Not Supported?
• What is Required?
• What Is Supported?
• What To Consider?
• When Is It Used?

 

What Does It Feature?      ▲ ▼

In:

• SevenRooms When:
  • A Reservation Is Created
    When a reservation is seated in SevenRooms, the corresponding Table will be automatically opened in Touch, populated with booking details such as customer name, party size, and Table number.
  • A Walk-In Is Created
    Seating a walk-in in SevenRooms will create a corresponding Table in Touch, including party size, Table number, and a booking name in the format “Guest T(table number}”.
  • A Table Is Moved
    All Table movements must be performed within SevenRooms. When a Table is moved, it will be automatically updated in Touch.
  • A Table Deposit/Prepayment Is Made
    Deposits or prepayments made in SevenRooms will be reflected in Touch as a prepayment associated with the corresponding Table.
  • Client Details Are Displayed
    When a Table booking is created in Touch, the client’s name will appear in the sales grid under the Table’s information.
  • A Client Is Flagged As A VIP
    Clients marked as VIP in SevenRooms will have “– VIP” appended to their name in Touch. This appears in the sales grid to assist staff in providing enhanced service.
• Touch When:
  • A Table's Status Changes
    When a Table's status changes in Touch (e.g. Order Placed, Paid, Cleaning, Closed), the updated status is also reflected in SevenRooms.
  • A Walk-In Is Created
    Walk-in bookings created in Touch will simultaneously create and open a Table in SevenRooms.
  • A Reservation Is Seated
    Active reservations from SevenRooms can be selected and seated directly from Touch. This opens the Table in Touch and marks it as seated in SevenRooms.
  • Items Are Added To A Table
    Any items added to a Table in Touch are automatically synced to the corresponding Table in SevenRooms, ensuring real-time tracking of Table spend.
  • A Table Is Set To Clean Mode
    Once payment is completed in Touch, the Table can be set to Clean mode, updating its status in SevenRooms to either "Paid" or "Cleaning". Clerks/Staff must manually close the Table in Touch when it is ready for the next service.
  • A Table Is Closed
    When a Table is finalised in Touch, its status is updated to “Gone” in SevenRooms, completing the workflow.
  • Existing Table Functions Are Performed
    Existing Touch Table functions remain fully supported, including item transfers, opening TABs, and managing Bistro Tables (assuming Bistro Table numbers are outside the SevenRooms range).

 

Terms & Concepts?      ▲ ▼

The following are terms and concepts referred to in this 3rd Party Integration:

• Bus Table - Bus Table is short for Bussing Tables and means that the Table is either being cleared or being set for the next group of patrons. The term can also refer to an activity where front-of-house operations are in play, as Tables are turned over.
• Check Dropped - A reservation is placed in a Check Dropped status when the payment associated with it's Table has been finalised in Touch. This status indicates that the dining experience for that Table is complete, and the Table is now available for the next reservation or walk-in patron. 
• Gone - A reservation is placed in a Gone status when it is marked as Paid or Bus Table. This indicated that the patrons have settled their bill and the Table is now available for the next reservation. 
• Paid - A reservation is placed in a Paid status when it's Table is closed and paid for in Touch.
• Partially Seated - A reservation is placed in a Partially Seated status when it is assigned a Table and not all the guests included in the reservation, have arrived at the Venue.
• Seated - A reservation is placed in a Seated status when it is assigned a Table and all the guests included in the reservation, have arrived at the Venue. Normally the reservation needs to be manually placed into a status of Seated using the SevenRooms App.
• Walk-in - Refers to a patron or group of patrons that arrives at a Venue without a Table reservation.

 

What Is It?      ▲ ▼

SevenRooms is a cloud-based platform used by restaurants, hotels, and other Venues to take reservations, manage bookings, and collect guest information.

 

What Is Not Supported?      ▲ ▼

• Alphanumeric or special characters in Table numbers are NOT supported. Use of these will result in integration errors and failed Table creation.
• SevenRooms does NOT support Tables used for casual service (like Bistro Tables) should have numbers outside the defined SevenRooms Table range. If not, the system may treat them as reserved Tables, causing functionality issues.

 

What Is Required?      ▲ ▼

• Swiftpos v10.77+ - Enhanced release of SevenRooms interface that includes the following:
  • Create a SevenRoom Walk-in from Touch.
  • Seat SevenRoom Tables from Touch.
  • Allow Bistro Tables to be used in Touch while using SevenRooms.
  • Allow A Table to be set to Clean mode while using SevenRooms.
• Swiftpos v10.73+ - Initial release of the SevenRooms interface.
• A Swiftpos registration for Third Party Reservations.
• Ensure the credentials required for a connection to the SevenRooms' API are obtained from SevenRooms, and a successful connection can be established using the Test option. Refer HERE for more information.
• Ensure the Auto Close All Bistro Tables option is NOT selected.
• Ensure the Table (#30) POS Key is added to the appropriate Keyboard Layout using the Designer. Refer HERE for more information.

 

What Is Supported?      ▲ ▼

• Currently it only supports IOS devices, such as iPhones and iPads. The SevenRooms App is not available for Android devices.
• Only a single SevenRooms interface can be configured in a Table Tracking database.
• Only numeric Table numbers are supported. Alphanumeric or special characters in Table numbers will result in integration errors and failed Table creation.
• Currently up to 400 reservations per day are supported.
• The only time a change the status of a Table in SevenRooms, will be considered by the Swiftpos SevenRooms interface is when the status of a Table in SevenRooms is changed to, or from one that is considered an In-Service status. An In-Service status can be:
  • Bus Table
  • Check Dropped
  • Dessert
  • Gone
  • Paid
  • Partially Seated
  • Seated
  • 1st Course
  • 2nd Course
  • 3rd Course

 

What To Consider?      ▲ ▼

• Table Movement Must Be Done in SevenRooms - Once a Table is linked through the integration, any movement or reassignment of that Table must be performed in the SevenRooms interface. Attempting to move the Table from within Swiftpos will not work and may cause data mismatches.
• Numeric Table Numbers Only - Swiftpos only supports numeric Table numbers. Alphanumeric or special characters in Table numbers will result in integration errors and failed Table creation.
• One SevenRooms instance per Table Tracking Database - Only a single SevenRooms interface can be configured in a Table Tracking database. If a customer requires multiple SevenRooms instances to be integrated with Touch, they will need to have multiple Table Tracking databases. This will mean that TABS will not be able to be shared between these locations.
• Limited Reservation Control in Touch - While seating and walk-ins can be managed from Touch (if enabled), advanced reservation features—like modifying booking details or reassigning reservations—must be done through the SevenRooms platform.
• No Support for Bistro Tables in SevenRooms Range - Tables used for casual service (like Bistro Tables) should have numbers outside the defined SevenRooms Table range. If not, the system may treat them as reserved Tables, causing functionality issues.
• When in use at a Venue and one or more Touch terminals have been configured to interface with SevenRooms, Clerks/Staff will no longer be able to create/open a Table using Touch at those terminals. All Tables are opened/created in SevenRooms, when a Reservation is assigned to a Table and the same Table is flagged as Partially Seated or Seated in SevenRooms. Only then will the Table be available to Clerks/Staff in Touch using the Table (#30) POS Key.

• A number of Swiftpos POS Keys will NOT function as expected at Touch, once Touch has been configured to interface with SevenRooms. These are:

  • Split Table Balance (#38) - This POS Key will NOT be available in Touch. When selected, the prompt below will be displayed.

   

  
  

   

  • Table (#30) - This POS Key will NOT be available in Touch when attempting to create/open a new Table. This is because Tables are created/opened using SevenRooms. Only when the Table is Partially Seated or Seated in SevenRooms, will the Table be available in Touch. When selected, in Touch to create/open a Table using either first or last mode, the prompt below will be displayed.

   

  
  

   

  Notes ...

  
  The Table (#30) POS Key will still function as a Table lookup when used in conjunction with SevenRooms. Refer HERE for more information.

   

  • Transfer Items (#42) - This POS Key will NOT be available in Touch. When selected, the prompt below will be displayed.

   

  

   

  • Transfer Table (#34) - This POS Key will NOT be available in Touch. When selected, the prompt below will be displayed.

   

  
  

   

When Is It Used?      ▲ ▼

Used when a Venue running Swiftpos wants to integrate with SevenRooms and make use of the Table reservation features it offers, while still being able to have access to Tables in Touch.

 

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How To?      ▲ ▼

• Access A SevenRooms Reservation In Touch?
• Create A Walk-In From Touch?
• GET STARTED?
• Seat A Table From Touch?

 

How To Access A SevenRooms Reservation In Touch?      ▲ ▼

• How To?
• When Is It Used?

 

How To?      ▲ ▼

A SevenRooms reservation can only be accessed in Touch when the reservation has been either Partially Seated or Seated in SevenRooms. To do this, do the following:

• In the SevenRooms App, select or create a reservation and ensure it is either Partially Seated or Seated.
• Ensure the same reservation is then assigned to a Table that is within the Location's Table Range, as is configured for the Touch Master Terminal.
• Now the Table, the reservation is assigned to, should appear listed when the Table (#30) POS Key is selected in Touch. Refer HERE for more information.
• Select the Table and add items to it as ordered by the patron.

 

When Is It Used?      ▲ ▼

It is used when a Table related function is required to be performed against a Table in Touch that was assigned to a SevenRooms reservation using the SevenRooms App.

 

Create A Walk-In From Touch?      ▲ ▼

To be continued ...

 

How To Seat A Table From Touch?      ▲ ▼

To be continued ...

 

How To GET STARTED?      ▲ ▼

Do as follows:

• Review About
• Configure Touch?

 

How To Configure Touch?      ▲ ▼

Touch will need to be configured:

• For the POS API interface to ensure it can communicate with SevenRooms. To do this, refer HERE for more information.
• Then to ensure it can interface with SevenRooms via the POS API, navigate to the Interface List menu option in Terminal Settings.
• Select the Add New option.
• In the Add New Interface screen, select Reservation Systems from the Interface Type drop-down list.
• Enter SevenRooms in Description field for the new interface.
• Select OK.
• In the 3rd Party Reservations System screen select the SevenRooms option from the Reservations System drop-down list.

 

• This will display the SevenRooms Settings screen.
• Configure the settings with the information provided by SevenRooms and select the TEST option to test the connection to the SevenRooms' API.
• If successful, the following prompt will be displayed:

 

• Once successfully tested, select OK to save the settings and exit the screen.

• Touch should now be configured for SevenRooms.

 

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Screens      ▲ ▼

• SevenRooms Settings
• SevenRooms Table Locations

 

SevenRooms Settings Screen      ▲ ▼

 

To access, select the SevenRooms option in the Reservations System drop-down list. Used to configure/view the SevenRooms interface configuration in Touch.

 

Header Section

• Reservations System - Ensure this is displaying the SevenRooms option.
• Enabled - Select to ensure integration with SevenRooms is enabled.

 

Tabs     ▲ ▼

• Server Settings
• Reservations 

 

Footer Section

• Test - Select to test whether the details entered above ensure a successful connection to the SevenRooms' API.
• OK - Select to save the changes and exit the screen.
• Cancel - Select to exit the screen without saving the changes.

 

Server Settings Tab     ▲ ▼

 

 

• Master (Responsible for Creating Tables)- Select to ensure that this Touch terminal is the ONLY one designated as the SevenRooms Master, and is the only one that is responsible for creating Tables).

 

 

 

• Log Request Data - Select to ensure the logging of request data is enabled.
• Base URL - Displays/Enter the URL provided by SevenRooms.
• Client ID - Displays/Enter the Client ID provided by SevenRooms.
• Client Secret - Displays/Enter the Client Secret provided by SevenRooms.
• Venue Group ID - Displays/Enter the Venue Group ID provided by SevenRooms.
• Venue ID - Displays/Enter the Venue ID provided by SevenRooms.
• Local Time - Select from the drop-down list the local time that is appropriate for the Venue.
• Locations - Select to open the SevenRooms Table Locations screen to select the Locations and Table ranges that will be making use of SevenRooms.

 

Reservations Tab     ▲ ▼

 

• Table Deposit Media - Displays/Select the Swiftpos Media that is to be assigned when a Pre-Payment amount is added to a SevenRooms reservation using the App.
• Create Walk Ins from Touch - Select to ensure SevenRoom walk-ins can be created from Touch. Once selected, set the:
  • Interval - Displays/Set the default interval in minutes before a check is done to confirm if a reservation exists on a Table selected for a walk-in.
• Allow Seating Reservations from Touch - Select to ensure Tables can be Seated in Touch using the 3rd Party Reservations (#460) POS Key. Allow for +/- 3- seconds for the Table to be created in Touch.
• Prompt to Clean Table - Select to ensure staff are prompted for a response as to whether a Table must be cleaned or not. Also ensure To be continued ...
  • Status - Select from the drop-down list one of the following SevenRoom statuses a Table is to be placed in while it is being cleaned:
    • Bus Table
    • Paid

 

SevenRooms Table Locations Screen      ▲ ▼

 

 

To access, select the search icon to the right of the Locations field in the Server Settings tab. Used to set which Location and their Table ranges integrate with SevenRooms.

 

Grid Section

• ID - Displays the IDs of the available Locations.
• Description - Displays the names of the available Locations.
• From/To - Displays the Table ranges for the available Locations.
• Active - Displays/Select to set to True to ensure the Location integrates with SevenRooms.

 

Footer Section

• Check All - Select to ensure the Active status is set to True for all Locations.
• Uncheck All - Select to ensure the Active status is set to False for all Locations.
• OK - Select to save the changes and exit the screen.
• Cancel - Select to exit the screen without saving the changes.

 

End of article      ▲